Office Coordinator and Payroll Lead

Position: Office Coordinator and Payroll Lead
Term: Full Time, 40 hours/week
Wage: $35/hr
Location: Port Alberni Area, BC

Position Summary
Coastal Restoration Society employees embrace the vision, mission and will demonstrate the organization’s core values in their daily work. Under supervision of the Director of Planning and Development, the Office Coordinator and Payroll Lead dually supports CRS through administrative operations and community relationship building. Through both on site and remote work the Office Coordinator and Payroll Lead works to ensure efficient and timely operational support of CRS projects through a range of routine and non-routine administrative tasks and governance support.

-Process bi-weekly CRS & WRS Payroll in line with Payroll SOP inclusive of -o Buddy Punch enrollment
      -Buddy Punch project creation (department creation, position creation, and location creation and manager assignment)
      -Payroll approval
      -Master / Project related payroll documentation and filing
      -Accounting communication
      -JotForm navigation
      - Payroll communication & tracking
      -Project Management communication and deadline enforcement

-Process bi-weekly CRS & WRS Expense Reimbursements in line with Reimbursement SOP inclusive of:
      -JotForm Reimbursement Form creation
      -JotForm disbursement
      -Reimbursement approval / denial
      -Staff communication
      -Accounting communication
      -Reimbursement communication & tracking

-Schedule travel, training, accommodations and food for meetings, training and work-related
-functions, including but not limited to onboarding, events, staff travel and community events
-Support CRS Onboarding and Training staff with project related onboarding including:
      -Distribution (digitally or in person) of employee handbooks, payroll enrollment, employee forms and enrollment documents
      -Booking training and training facilities
      -Engaging and booking catering
      -Booking transportation

-Develop and maintain booking system for CRS Office
      -Internally - meeting rooms, events, training
      -Externally - community and nonprofit events, training, gatherings and co working

-Stock and maintain office supplies, maintain inventory of relevant books, magazines and related literature for the office
-Organize and maintain external cleaning contractors and maintenance for CRS office and staff housing
-Manage incoming communications, answering general email or phone inquiries or directing them to the appropriate staff member, as necessary
-Support outgoing communications regarding CRS Office, training, events, co working spaces and community relationships Prepare and deliver mail outs, including official correspondence, thank you notes, etc.
-Support the work of the organization through timely meeting reminders, minutes, and distribution of relevant materials
-Arrange in-person and virtual meetings and prepare document packages for meetings, and staff
-Support the CRS Directors with other various administrative tasks and projects as assigned
-Support Director of Planning and Development in the development and implementation of financial planning templates and standard operating procedures
-Staff training and implementation of programs and software (Salus, BuddyPunch etc.)throughout onboarding process
-Train on call Office Coordinator and Payroll Lead for time off / support

Required Skills & Experience
-Effective attention to detail and a high degree of accuracy
-High level of integrity, confidentially, and accountability
-Strong work ethic and positive team attitude
-Proficiency in Microsoft Office Suite and Google Drive
-Exhibit strong interpersonal skills, tact, respect, and diplomacy
-Demonstrate sound judgment as well as strong written and verbal communication skills
-Exhibit cultural competency

Qualifications and Education
-A minimum of 1 year experience in an office environment
-Experience in a non-profit organization considered an asset
-Administration or Business Diploma or Certificate considered an asset
-Willing to participate in personal and professional development as required by your position

Working Conditions
-8 hr workday / 40 hr work week
-This position has the availability to be partially remote and partially in office. Office hours will coincide with open hours of CRS office, remote work can occur on closed office days.

To Apply:
Submit a detailed resume listing valid certifications along with relevant experience and qualifications and include at least two professional references. We thank all applicants for their interest; however only those selected for interview will be contacted. Please forward resume and cover letter to

Application Deadline: Friday, August 31, 2023.

The performance statements provided in the job description allow for the development of goals and objectives, performance standards, or work plans that will be assessed in the annual performance evaluation of the position.

The (Position) may be required to perform other related duties as assigned, which do not affect the nature and scope of the position.

Coastal Restoration Society employees operate under both Federal and Provincial Regulations and requirements depending on the specific project you are working on and you will be required to meet all mandatory health and safety regulations as required by Canada.